Administration Assistant - Community Therapy Team
South Warwickshire University NHS Foundation Trust
An exciting opportunity has arisen for a dynamic, self-motivated individual to join our busy Therapy service to provide administration and clerical support to Therapy staff.
The post holder will be responsible for providing a high-quality administrative service as a member of the therapy team, supporting across South/North Warwickshire and Rugby.
The therapy team provides proactive care and management for a caseload of patients within the community setting and is a developing and innovative team.
The successful candidate will have excellent communication and interpersonal skills and good verbal and written skills to be able to interact effectively with team members, other health care professionals, patients and their families.
A minimum of 1 years administration experience within a health care setting is desirable.
Main duties of the job
1. Provide a high-quality administrative service as a member of the Administration team supporting therapy service and management team through effective team working.
2. Be responsible for confidential, accurate and efficient administrative support using established processes and IT systems.
3. Support teams to co-ordinate patient pathways and visit allocation to deliver high quality patient care in the community.
4. Meet the administrative demands in a busy office environment.
About us
Come and join a Trust rated Outstanding by the CQC. South Warwickshire University NHS Foundation Trust have been rated as outstanding following our latest inspection by the CQC and we are recruiting new staff to come and help us improve even further. In addition our staff survey results have placed us 4th in the country for recommended place to work.
We provide services across Warwickshire and beyond ranging from Hospitals in Warwick, Stratford-Upon-Avon, Royal Leamington Spa and Shipston-on Stour to Community Services across the county. We are a progressive, expanding organisation with great ambition around improving quality, integrating pathways and delivering high levels of productivity. Our values can be summed up in one sentence. We are 'Trusted to provide safe, inclusive, effective and compassionate care'. Throughout the recruitment process you will be asked to think about how you demonstrate these values and how they impact on your work. It doesn't matter what role you do, whether it is patient facing or not, we are all working in the same way with our values at the core.
Job responsibilities
1. Plan and prioritise own workload supporting the therapy teams, management team and administration colleagues undertaking word processing of letters, reports and other documents using Microsoft Word, Excel, PowerPoint.
2. Use own initiative when dealing with enquiries from colleagues internally and externally, and other health care professionals and direct as appropriate.
3. Support teams with patient referrals and visit schedules using EMIS. Provide caseload reports and support with caseload maintenance and problem solving.
4. Develop, implement and maintain administrative systems, including effective and up to date filing, data tracking and data gathering.
5. Be responsible for ordering non-clinical items such as uniforms, medical equipment and stationery, demonstrating an awareness of cost efficiency and effectiveness.
6. Liaise with external organisations to arrange meetings and training sessions as required.
7. Accurately input onto EMIS in a timely manner, meeting deadlines for approval. Make approved changes to staff diaries when appropriate.
8. Produce weekly Lone Worker buddy system sheets and update.
9. Update staff training compliance using established systems.
10. Collate data to assist with the reporting of team quality and performance indicators as required by Professional Leads and Locality Managers to produce CQUIN / KPI reports.
11. Actively promote patient feedback survey by supporting teams with data collection and submitting results in a timely manner.
12. Organise meetings by arranging room bookings, meeting agendas and taking minutes. Follow up actions as required.
13. Be responsible for the storage and recording of confidential patient and staff filing to meet requirements of Information Governance policy and procedures.
14. Support the Management team with the implementation of new initiatives as required.
15. Participate and support Management team to promote staff wellbeing activities.
16. Receive supervision from team / Professional Leads. This may be face to face or by telephone or email.
17. Participate in the Management of Change, making constructive suggestions to how the service can be improved.
18. Make constructive suggestions on the appropriate use of resources.
19. Demonstrate a commitment to abide by Trust Policies and Procedures and comply with Health & Safety legislation.
20. The post holder will have in depth working knowledge of the relevant systems used within the team setting.
Communications and Working Relationships:
1. Work in conjunction with and communicate effectively with external agencies as part of therapy service, network to support patients with care navigation and social prescribing, ensuring dissemination of information which is of a highly sensitive nature pertaining to vulnerable adults.
2. Demonstrate effective and appropriate communication when dealing with, and providing information to, anxious or distressed patients and family members relaying messages, as required, depending on their urgency, to appropriate member of staff.
3. Work in partnership with services across South Warwickshire NHS Foundation Trust.
4. Provide IT support and training to individuals on established systems using skills and knowledge in maintenance of caseload information and problem solving.
Person Specification
Qualifications
* Level 3 NVQ/BTEC certificate in Business / Business administration or equivalent.
* GCSE A-C Maths and English or equivalent.
* Microsoft Office including Word, Excel, PowerPoint and email packages to level 3 standard.
* Experience of EMIS / electronic patient records.
Experience
* Proven office experience of at least 1 year preferably in NHS environment.
* Proven experience of delivery of administrative systems.
* Experience of dealing with internal and external clients both face to face and via telephone.
* Experience of using own initiative and prioritising workload.
Skills
* Demonstrate good communication skills in person, on telephone and email.
* Demonstrate a high level of accuracy and attention to detail in all work undertaken.
* Must be able to deal with enquiries and identify those which can be dealt with and those which require escalation.
* Must be methodical and able to develop, organise and accurately maintain effective administration systems.
* Must be able to manage resources effectively.
* Must be able to respond appropriately to varying workloads and prioritize work effectively.
* Must be able to deal with interruptions and resume tasks in hand without loss of efficiency.
Personal Qualities
* Able to work as part of a team in a friendly and enthusiastic manner.
* Able to work on own initiative and seek support and guidance when necessary.
* Demonstrate an understanding of the need for confidentiality in all aspects of work.
* To be able to adapt to change.
* Must be proactive, flexible and able to demonstrate good organisational skills.
* Able to work under pressure and understand the importance of meeting deadlines.
* Be willing to attend and participate in meetings as and when required.
Other
* Must be a non-smoker whilst on duty.
* Must be able to work flexible hours.
* Must be willing to undertake Criminal Records Disclosure at enhanced level.
* Must be legally entitled to work in this country.
* Must be able to use general office equipment.
* Must be able to manoeuvre boxes of patient records and clinical stores using recommended moving and handling techniques.
* Able to travel to other areas for meetings and training purposes.
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
South Warwickshire University NHS Foundation Trust
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